Shipping Interaction with UPS and FedEx Solutions

This article describes the procedure for shipping a Sales Order from Acclamare with integration to UPS Worldship or FedEx Ship Manager. Though UPS Worldship is referenced in this write-up, the procedure is identical for using FedEx Ship Manager.

1) User inputs Sales Order into Acclamare’s Shipping interface. This changes the order’s Status from "Being Picked" to "Being Shipped".

2) User clicks "Export" which creates a text file (submit file) in a specific folder.

3) In Worldship, user types the sales order# into the Keyed Import box. Worldship locates that sales order# in the text file created in step 2. The Worldship shipping screen is then populated with customer address info, ups account number, carrier service, etc which were the contents of the text file.

In Worldship, the Keyed Import box is opened from the Import/Export Quick Commands menu upon first opening Worldship for the day's activities.

4) F10 is clicked in Worldship, which generates the tracking number, prints box label, and creates a text file (response file) in the same folder as used in step 2.

5) In Acclamare, user clicks "Import", which reads the response file created in step 4 and retrieves the freight amount and the tracking number.

** Note: Once the step 2 Export action is performed, the user is prevented from doing anything in the Shipping interface until the step 5 Import action is taken. The user cannot edit, close, delete, save, or post this Shipping record.

Once step 5 import action has completed, there are three choices the user could take as the final step.

--POST-- If the user clicks "Post", Acclamare performs the following.

a) If a credit card pre-auth exists, Paygistix is instructed to post-auth for the updated dollar value of the shipment.

b) Creates a Sales Invoice.

c) Changes the Sale Order’s status from "Being Shipped" to either "Complete" or "Partially Shipped".

d) Creates a record in SalesOrderTracking table for the tracking # and number of boxes. The record references both the Sales Order# and the Sales Invoice#.

--DELETE-- If the user clicks "Delete", Acclamare performs the following.

a) Sales Order status is changed from "Being Shipped" back to "Being Picked".

b) The order is removed from the Shipping interface.

* No actions are initiated with respect to creating an invoice, instructing Paygistix to post-auth, or populating SalesOrderTracking table with tracking info.

** Acclamare does not communicate to Worldship about the order being deleted. It is incumbent upon the user to directly void the shipping record within Worldship.

--SAVE-- If the user clicks SAVE or simply starts a New Shipment, the following occurs:

a) The Shipment record is saved along with the freight and tracking information which had been received during the Import action.

b) The Order Status remains as "Being Shipped"

** At a later time, the user would access the Shipping interface and choose "Open" instead of "New" to retrieve this saved shipment. User would then either POST or DELETE which will perform the associated steps described previously.

--STAGE-- If the user clicks STAGE, Acclamare performs the following:

a) The Shipment record is saved along with the freight and tracking information which had been received during the Import action.

b) The Order Status remains as "Being Shipped"

** At a later time, the user will use Transaction > Sales > Sales Invoice Creation to mass convert the "staged" shipments into Sales Invoices.

**Alternatively, the user would access the Shipping interface and choose "Open" instead of "New" to retrieve this saved shipment. User would then either POST or DELETE which will perform the associated steps described previously

IMPORTANT: Staging is not recommended for multiple reasons as it exists for very specific streamlined clients.

  • Staging must not be used for orders which are of credit card pre-authorization type. The Stage + Sales Invoice Creation process does not perform the necessary finalization step of converting a CC pre-authorization into a CC sale.
  • The use of pre-defined Freight Charge tables and Freight Allowance tables are not enforced through the Stage + Sales Invoice Creation process.

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